Project Administrative Assistant

2 weeks ago

Fairfield, United States Workstream Inc Full time
Job DescriptionJob Description

JOB TITLE: Project Coordinator

JOB SUMMARY

As a project coordinator, you will work closely with project managers and teams to ensure the successful completion of projects within set deadlines. Your responsibilities will include administrative tasks, coordinating project activities, maintaining documentation, and providing general support to project teams.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

  • Administrative Support:
    • Assist in preparing project proposals, quotes, system reports, and presentations.
    • Handle correspondence, including emails, letters, and phone calls with speed and accuracy.
    • Assist project managers with order entry of replacement orders.
  • Documentation Management:
    • Maintain client project request schedule via updating incoming registration and orders page.
    • Organize and file project-related paperwork both physically and electronically.
    • Ensure that project files are up-to-date and easily accessible for team members.
  • Communication and Coordination:
    • Act as a liaison between project team members, clients, and internal departments.
    • Communicate final shipping updates, deadlines, and deliverables to clients and team.
    • Collect, organize, and analyze data relevant to project objectives.
    • Identify and report any issues or deviations from project plans to shareholders.
  • Quality Assurance:
    • Assist in monitoring project progress and ensuring adherence to quality standards.
    • Maintain exceptional client experience and participate in improvements that align with the company’s objectives.
  • Perform other duties as needed or assigned by the manager.
  • Does all the above in a manner that meets company safety requirements.

QUALIFICATIONS

  • Proven experience as a project assistant or in a similar administrative role.
  • Proficiency in project management software and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience in an ERP system or sales tool like Salesforce is a plus.
  • Excellent organizational and time management skills.
  • Strong communication and interpersonal abilities; verbal and written.
  • Attention to detail and ability to multitask effectively.
  • Ability to work independently and as part of a team with a customer-centric mindset.
PHYSICAL DEMANDS

  • Work involves sitting, walking, talking, hearing, and using a variety of office equipment.
  • Vision abilities require close vision assessments.
  • Work involves lifting, pushing, and pulling up to 25 pounds occasionally.
  • Required to stoop, bend, kneel, and crouch occasionally.

REPORTING LINE

This position reports to the Client Service Manager.

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